The DRC/DDG Somalia Programme is the largest programmes in East Africa region. DRC/DDG is among the INGOs with the largest presence in Somalia, with country-wide programmes implemented through six main sub offices in Somaliland, Puntland, Hirran Region, Gedo Region, Bay Region and Banadir Region
Overall purpose of the role:
The Grants Management Coordinator (GMC) is responsible for grants administration processes and ensuring that all awards information and data is assembled, documented, analysed and reported within a results-based management model and in a timely manner for donors and internal purposes for DRC/DDG Somalia. S/he will support effective institutional fundraising and contract management. This includes developing and embedding best practice to comply with donor rules, supporting proposal budgeting, tracking income from donors, monitoring donor contract expenditure and providing management information on key risks, contributing to the implementation of improved financial systems and processes to facilitate better donor reporting and compliance. The position will also provide capacity building of DRC/DDG country staff with grants and compliance related responsibilities. The GMC also supports the implementation of DRC’s/DDG’s engagement strategy and maintenance of the Grants Management System including keeping an in-depth insight on donors and other stakeholders’ strategies, activities and opportunities in-country, in line with DRC’s/DDG’s overall program strategy
- Provide oversight in regular updating of the Grants Management System in DRC’s Enterprise Resource Planning platform – Dynamics with reports, proposals, contracts and related milestones
- Being grants focal point for specific country level donors
- Track grants processes and milestones for all awards through the grants cycle ensuring relevant information and documentation is disseminated to relevant staff in a timely manner
- Facilitate project kick off meetings ensuring relevant staff and partners are aware of their programmatic, financial and compliance obligations/requirements.
- Review current grant progress against original plans and log frames, identify areas of concern and ensure remedial actions are taken.
- In consultation with the finance department; assist in consolidating and/or quality control of reports, in relation donor requirements, original project proposal, and consistency in both narrative and financial reports.
- Facilitate the project quarterly reviews in consultation with the Area Managers and Technical Managers.
- Support the tracking of donor financial disbursement against signed contracts and prepare request for financial disbursements from donors as contained in the project agreements.
- In coordination with the program teams and the finance department, flag any issues that may impede the implementation of project work plans or cause deviations from the set award course by initiating revisions, modifications and No-cost extensions as necessary and follow through by signing and dissemination of the same.
- Support best practices on grant closure procedures and monitor compliance to grant closure steps/milestones.
- Responsible for hard and soft copy filling of original signed project and administrative organizational documents.
- In coordination with Somalia Finance department, manage effective tracking of project income from the relevant donors.
- In coordination with relevant staff, design, maintain and inform internal procedures, systems and tools to facilitate partner compliance with contractual obligations to donors.
- Carry out internal financial reviews to ensure that donor guidelines are implemented and followed, including financial, procurement and administrative aspects.
- Use the testing systems developed by the Regional Compliance Manager to ensure that all Somalia offices are following DRC financial and administrative policies.
- Travel to the project sites/offices and carry out contract management training of staff through inception workshops, coaching and mentoring in setting up systems to monitor key accountabilities e.g. co-financing, exchange rates, interest and budget rules in line with contractual requirements.
- Conduct partner capacity assessments and plan capacity building sessions in conjunction with the field staff.
- Conduct and document periodic implementing partner reviews.
- Facilitate internal and external audit procedures in conjunction with the Regional compliance team.
- Support program teams in the interpretation and operationalization of donor rules and regulations.
- Collate, analyze and disseminate management information on performance of institutional donor contracts against defined risks and financial indicators to inform mitigation actions
- Gather and disseminate knowledge to bridge any gap between the requirements of institutional donors and DRC’s/DDG’s processes and systems helping to ensure alignment and compliance
- Establish and coordinate a community of practice on institutional income planning and contract management
- With input from the Area Managers, Technical Managers, Communications Specialist MEAL Manager, help produce high quality program progress reports as per donor and DRC/DDG requirements.
- Provide high quality review and assembly of program documentation including drafting editing and formatting.
- Provide through progress reporting, a continuous analysis of the achievements, facilitate project reviews, evaluation and audits.
- Develop donors reporting timelines and requirements template; ensure it is updated at all times.
- Collecting and collating information from field teams, supporting teams and management in documenting ongoing activities in each project/thematic area.
- Drafting and editing reports to be submitted to donors and the head office in Copenhagen.
- Timely dissemination of reporting tools and requirements and follow up to ensure internal and external reporting deadlines are respected.
- Cross check data with other program staff to ensure that reporting generated accurately reflects program activities.
- Conduct staff training needs assessment and organize corresponding training forums on results-based program management and reporting.
- Support program staff in organizing and managing seminars, workshops, and donor field visits as required.
Proposal development and donor engagement support
- Consolidate proposal write ups and draft budgets from field teams in a timely manner for select donors as agreed with line manager.
- Support program development through review of specific project proposals, concept notes and assessment reports.
- Collate and disseminate donor-specific requirements and guidelines for tenders and proposal processes.
- Provide support in relation building with specific priority donors including representing DRC to these two donors at as requested by management.
- Serve as focal point for relaying updates from field to specific donors and ensure instructions on programming changes from donor are communicated to field.
- Provide timely support in processing of emergency requests under project contingency funds and crisis modifiers by assessing competing emergency needs, prioritizing interventions for emergency funding and preparing requisite documentation in coordination with the Program Quality Assurance Manager (PQAM).
- Support area teams to conduct assessments and prepare assessment reports and products for sharing externally.
- Provide inputs during development of Consortia including drafting of pre-teaming agreements and donor-specific grants requirements.
- Ensure appropriate staffing within the Grants and Compliance unit.
- Incorporate staff development strategies and performance management systems into team building process. Establish a result-based system and follow up.
- Supervise the Grants Officer, Grants Specialist and Partnerships/Compliance Specialist.
- Manage and mentor Program Interns in grants management processes.
- Ensure staff understand and are able to perform their roles, have clear work plans, performance objectives are in place and their capacity is strengthened.
To be successful in this role we expect the following experience and technical competencies:
- At least 4 years’ experience working in a fast-paced grants department with excellent knowhow of different contracting processes including grants, commercial contracts, cooperative agreements etc.
- In addition, DRC expects the successful candidate to have excellent knowledge of requirements/guidelines of key institutional donors and capacity to work in a multi-donor environment, including handling DANIDA, EU, ECHO, OFDA, FFP, SDC, DFID, SIDA, OCHA, UNHCR, UNICEF among others.
- Master’s degree in Social Sciences, Business Administration, Finance, Business Studies, Auditing, Economics or related areas
- Knowledge of relevant thematic areas (protection/human rights, shelter, wash, food security and livelihoods, durable solutions, migration, advocacy, among others).
- Demonstrated ability to prioritize large workloads, to consistently meet deadlines and adapt in a complex and challenging work environment.
- Communication skills: excellent written and articulate oral communication skills, particularly in English.
- Relevant field experience and/or willingness to work in insecure contexts.
- Coordination and multi-tasking skills.
- Training and facilitation skills
- Ability to work independently and as a team player with demonstrated leadership and participatory manner.
- Resourcefulness, initiative, maturity and the ability to work with minimum direction.
- Well planned and organized work style and capacity for initiative and decision making with competent analytical and problem-solving skills.
- Resilience/adaptability and flexibility: ability to operate effectively under strict deadlines.
- Ability to work rapidly with staff in the field directly and remotely in writing, and where necessary, supporting program development work.
- Ability to work and handle insecure environments.
- Natural networker with substantial experience of building relationships and working with teams.
Moreover, in this position, you are expected to demonstrate DRC’ five core competencies:
- Striving for excellence: You focus on reaching results while ensuring an efficient process.
- Collaborating: You involve relevant parties and encourage feedback.
- Taking the lead: You take ownership and initiative while aiming for innovation.
- Communicating: You listen and speak effectively and honestly.
- Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.
Duration: 1 Year renewable subject to Performance and Funding.
Contract: Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for Global Expatriates available at www.drc.dk under Vacancies graded as Band N.M.G level 1.
Start Date: 15th May 2020
Duty Station: Bossaso with frequent travel in field offices in Somalia
Reporting: This position reports to Program Development & Quality Assurance Manager
Commitments: DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html). All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.
Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap.
Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status or other protected characteristics.